Finance Manager
The Lutheran World Federation
Total years of experience :19 years, 10 Months
Key responsibilities:
The Finance and Operations Manager (F&OM) will lead all MELA field office administration and work
closely with the COP to address all USAID financial and operational requests. He will be responsible for
all project finances including the contract budget, vendor payments, payroll, petty cash, procurements and
all financial reporting.
Responsibilities and tasks will include, but are not limited to:
• Oversees program management, financial management, operations, human resources, security,
accounting, budgeting, procurement and the overall management of USAID-funds
• Day-to-day field office supervision and management
• Ensure the program is compliant with all USAID and U.S. Government requirements
• Lead payroll preparation and processing, including payroll deductions
• Make all accounting entries in Quickbooks
• Prepare financial reports for USAID
• Oversee management of asset register and provide guidance on procurement, depreciation, and
disposal of assets
• Supervises the Accounting Associate, the Operations Coordinator, and the Driver
Key responsibilities:
1. Reporting:
• Lead in the monthly financial close of the COs and the production of monthly financial statements, supporting schedules and reconciliations.
• Prepare relevant financial management reports of the COs, ensuring accuracy and timeliness, taking necessary corrective measures where applicable.
• Performing COs balance sheet account reconciliations on a timely basis and ensuring that differences or discrepancies are addressed in a timely manner.
2. Accounts Payables:
• Process all expenses generated at the COs level ensuring they comply with IDLO policies and procedures, accrual accounting and donor rules and regulations.
• Closely review procurement documents to ensure they comply with IDLO policies and procedures and donor rules and regulations, including but not limited to, ensuring that costs are program related, supporting documentation is complete, accuracy of amounts and proof of receipt of services or goods prior to payment.
• Advise on corrective actions needed if there are weaknesses in terms of document content and compliance issues. Ensure that payments are made only after approval has been obtained from the budget holder.
3. Cash and bank management:
• Review and consolidate monthly cash forecasts for the COs ensuring funds are fully reconciled before submitting to HQ for processing. This will include working with program staff to develop accurate cash forecasts.
• Ensure adequate availability of funds for program implementation and operational costs at any one time for the COs.
• Ensure adequate controls around the management and use of cash, including appropriate cash counts and reconciliations on a periodic basis.
• Manage the risk associated with foreign exchange movements ensuring that measures are taken to reduce the COs’ exposure to forex movements.
• Be the lead contact with banking institutions in the COs’ ensuring the best interests of IDLO are always taken into account.
4. Grants and budget management:
• Ensure costs are allocated in accordance with the approved program budgets and IDLO chart of accounts.
• Coordinate with program staff to prepare budgets to support new proposals or realignments and ensure full cost recovery is adopted as applicable.
• Review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required. 5. Sub-grants management:
• Coordinate the sub-granting processes, monitoring and management systems to ensure effective and timely issuance, reporting and oversight of all sub-grants.
• Maintain sub-grant tracking sheet and filing system for all sub-grantees proposals, agreements, financial reports and outstanding advances.
• Review all sub-grant monitoring reports and prepare management summaries of findings and recommendations for discussion with the program staff.
• Review the periodic cash projections and cash transfer documents to sub-grantee and advise on potential risk issues in relation to these transfers. Ensure financial reports are reconciled prior to making payments to sub grantees.
• Ensure each sub-grantee submits financial reports in accordance with sub-grant agreements and review financial reports for reasonableness; verifying consistency in programmatic delivery and financial spending.
6. Filing financial documents:
• Ensure all original documents are properly coded and filed for ease of future reference prior to shipment to HQ.
• Ensure that all electronic copies of all documents shipped to Rome are maintained at the COs, filed electronically and in sequence.
• Ensure that all vouchers related to payments have been defaced with a “paid” stamp. 7. Administration
• Provide logistical support to Programs’ activities; including, coordinating smooth implementation of and adherence to logistic and security procedures.
• Keep track of contractual agreements and assist users with contractual rights and obligations.
While reporting directly to the Chief of Party (Program Director), was responsible for all accounting related activities and administrative activities of the $25 million JMESP program sponsored by the United States Agency for International Development. Prepared internal and external audits, finalized and distributed the program' procurement manual, and prepared monthly status reports and annual audit review reports
• Manage all administrative systems and procedures necessary for the implementation of technical and administrative activities related to the project;
• Operate and coordinate administrative tasks and ensure overall compliance with MSI, USAID, and Jordanian Government policies and procedures by all staff;
• Manage personnel files, contracts and related materials for all field staff .
• Develop and maintain a database for all personnel contracts. Provide employment certificates as needed;
• Draft correspondence for pensions, suspensions, and other administrative documents, as needed by suppliers and third parties;
• Maintain electronic and physical files organized and up to date;
• Prepare documents and correspondence related to staff and other administrative processes;
• Supervise the operations team, which may include a Logistics Coordinator, Field Accountant, and Administrative Assistant;
• Track the local budget, as guided by the COP;
• Manage field office accounts in the QuickBooks accounting platform in order to ensure accurate, timely, and reliable financial statements;
• Coordinate closely with and produce accounting and financial reports requested by MSI Head Office;
• Maintain constant communication with the HO Administrative team regarding management and accessibility of all financial resources in order to comply with established regulations;
• Lead and oversee procurement so that equipment, supplies, and services are obtained quickly, efficiently, cost effectively, and according to laws and regulations;
• Prepare “Check Request Forms, ” for presentation to the COP for approval and signature;
• Prepare financial statements along with the respective supporting documentation, such as explanatory notes, as requested by the tax and audit administration of the GOJ;
• Generate official documentation to support balances and declarations to be presented;
• Prepare checks for payments to local vendors;
• Attend to other administrative and management requests made by the Chief of Party; and Other similar duties as assigned.
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